Sales Coordinator& General Manager Asiistant

About This Role

You will be the operational glue between sales, supply chain, finance, and the GM's office. Half of your week is spent making sure no inquiry, quotation, or order falls through the cracks; the other half is spent giving the General Manager leverage — managing his calendar, drafting executive correspondence, preparing meeting briefs, and chasing actions to closure.

This is not an admin clerk role. We need someone who thinks two steps ahead, owns outcomes, and treats the inbox like a battlefield.

Key Responsibilities — Sales Coordination

• Manage the full inquiry-to-order lifecycle: log inquiries, assign to sales team, monitor response times, update customers, and escalate stalled opportunities.
• Prepare and issue quotations, proforma invoices, and sales orders with accurate pricing and terms.
• Coordinate cross-functionally between Sales, Supply Chain, Logistics, and Finance to ensure seamless order fulfillment from inquiry to delivery.
• Maintain customer master data, contact records, and account classifications.
• Send order confirmations, shipment notifications, and post-delivery follow-ups to customers — all written communication must be professional, accurate, and aligned with company standards.
• Enforce documentation protocols: ensure all orders are confirmed in writing.
• Manage the GM's calendar, meetings, travel arrangements, and administrative logistics with full discretion and zero conflicts.
• Draft, format, and dispatch executive correspondence in English (and Arabic where applicable) to internal and external stakeholders.
• Prepare meeting agendas, take minutes, and track action items to completion across the leadership team and prepare sales reports summery.
• Build executive briefing materials for meetings, reviews, and strategic discussions.

Must-Have Requirements

• Bachelor's degree (Business Administration, Commerce, Supply Chain, or related).
• Minimum 3 years' experience as a Sales Coordinator, Executive Assistant, or combined role — ideally in trading, manufacturing, or chemicals.
• Advanced Microsoft Office (Excel, Word, Outlook, PowerPoint) and strong digital fluency.
• Excellent written and verbal English. Professional business writing is non-negotiable.
• Experience with CRM or database tools (Airtable, or equivalent).
• Highly organized, deadline-driven, and able to manage 20+ open items concurrently without dropping the ball.
• UAE-based, available to join immediately or within 30 days.

Strong Advantages

• Arabic language (read, write, speak) — for direct correspondence with GCC and Levant customers/suppliers.
• Prior exposure to chemicals, polymers, plastics, or industrial trading.
• Familiarity with Airtable , with AI mindset.
• Experience supporting a C-level executive in a fast-paced SME environment.

What We Offer

• Competitive AED salary commensurate with experience.
• Direct exposure to executive decision-making and a clear growth path into Sales Operations Manager or Chief of Staff.
• Standard UAE benefits: visa, medical insurance, annual leave, and end-of-service per UAE Labour Law.

Work Location: In person